AI-Powered Sales & Operations for HVAC Companies

Book More Jobs.
Without Hiring More People.

BookedRate helps HVAC companies capture every call, convert more estimates, keep your schedule full year-round, and automate the repetitive work that pulls your techs off the tools.

Recover missed calls
Book more estimates
Win more installs
Automate the rest
Book a demo → See the math
📞 Keep your existing number ⚡ Live in under a week 🔒 Month-to-month
🌡️
Missed call — BookedRate responds
Alpine Air HVAC · automated
Today 2:14 PM
The Problem

HVAC companies are losing jobs every day to a ringing phone no one answered.

✕Missed calls while techs are on a job — that lead calls your competitor next
✕Estimates that go cold — no follow-up system means lost installs
✕Slow response in peak season — first company to reply wins the job
✕No seasonal outreach — tune-up campaigns don't happen until it's too late
✕Too much office admin — scheduling, confirmations, and reminders done manually
BookedRate fixes all of it
✓
AI-powered text-back responds to missed calls in seconds — before they call the next company
✓
Automated estimate follow-up turns more quotes into booked installs
✓
Seasonal tune-up campaigns keep your schedule full in the slow months
✓
Appointment reminders and confirmations run automatically
✓
One dashboard — every lead, job, and conversation in one place
How It Works

Up and running in under a week.

We handle 100% of the setup. You fill out one form, we do the rest.

01
Connect your business
We connect to your existing phone number and work alongside the tools you already use. Your customers still call the same number — nothing changes for them.
→
02
We build your system
Custom automations built around your services, your team, and your company's voice. You approve everything before it goes live — no surprises.
→
03
Your team runs more calls
Every missed call is recovered, every estimate followed up on, every customer reminded. Your team focuses on the work — not chasing phones and paperwork.
How We Help

Four systems. One goal: a fuller schedule.

We don't sell software. We build the systems that keep your phones answered and your trucks rolling — without adding office staff.

01 — Capture
Recover Every Missed Call
No caller waits hours for a response.
  • AI-powered text-back responds to missed calls in seconds
  • Captures service type, urgency, and best callback time automatically
  • Voice AI can answer inbound calls 24/7 when configured
  • Web and form leads routed into one organized pipeline
  • Instant alert to your dispatcher so nothing slips through
02 — Convert
Turn Estimates Into Booked Jobs
More quotes become signed installs.
  • Automated estimate follow-up sequences via SMS and email
  • No-show recovery — missed appointments get rescheduled automatically
  • Financing reminder sequences for larger installs
  • Long-term nurture for leads who aren't ready yet
  • Lost estimate reactivation when the season changes
03 — Retain
Keep Customers Coming Back
Repeat business without lifting a finger.
  • Annual tune-up reminders sent at the right time of year
  • Seasonal campaigns — AC tune-ups in spring, furnace checks in fall
  • Review request sequences after every completed job
  • Referral campaigns to your happy customer base
  • Maintenance plan upsell sequences
04 — Operate
Run a Tighter Operation
Less chaos. More jobs completed.
  • Automated appointment confirmations and day-before reminders
  • Tech dispatch notifications and job status updates
  • Pipeline visibility so nothing falls through the cracks
  • Reporting dashboards showing what's working
  • Everything logged, searchable, and organized
The Math

What actually happens when a customer can't reach you.

For an HVAC company living on inbound calls, the numbers are uglier than most owners realize — especially in peak season.

62%
of service calls go unanswered during peak season
Techs are on jobs, dispatchers are overwhelmed, and inbound calls pile up. Most go to voicemail — or nowhere.
Source: ServiceTitan HVAC Industry Benchmark Report
85%
of callers who don't reach you won't try again
They don't leave a voicemail. They don't wait. They open Google and call the next company on the list.
Source: BIA/Kelsey Local Commerce Monitor
78%
of customers book the first HVAC company to respond
Speed of response is the #1 factor in winning the job — above price, reviews, and brand recognition.
Source: Hatch Business Speed-to-Lead Study
21x
more likely to convert a lead contacted within 5 minutes
Waiting even 30 minutes to respond drops your conversion odds by more than 21 times compared to an instant reply.
Source: Harvard Business Review / InsideSales.com
💡
Translation:
In peak season, nearly 2 out of 3 calls go unanswered at the average HVAC shop — and 85% of those callers are gone for good. That's not a phone problem. That's a revenue leak you can fix this week.
The Race

You vs. the HVAC company down the street.

Same customer. Same call. Two very different outcomes.

Without BookedRate
0:00AC goes out. Homeowner calls your company.
0:20Ringing… your tech is mid-install, dispatcher is on another call
0:35Call rolls to voicemail
0:40Customer hangs up without leaving a message
1:00Googles "AC repair near me" — calls the next result
2:30Competitor answers and books the service call
✕ Lost: a $300–$3,000 job and every future referral
With BookedRate
0:00AC goes out. Homeowner calls your company.
0:20Your line rings — dispatcher is tied up
0:28Call goes unanswered, BookedRate takes over instantly
0:30Automated text captures issue, urgency, and address
1:15Lead drops into your pipeline + alert fires to dispatcher
5:00You call back warm. Job booked.
✓ Won: a booked service call + a customer for life
Every Call Type, Covered

Built for the real calls your company takes every day.

Configured per service type so every lead arrives warm, qualified, and ready to book.

❄️
AC Repair & Service
System down in July. BookedRate texts back within seconds, captures unit type and urgency, and routes an emergency alert to your dispatcher before the customer finds someone else.
🔥
Heating & Furnace
No heat in December. Automated response captures address and system age, flags high urgency, and gets the homeowner on your dispatch board — fast.
🏗️
New System Installs
Customer wants a replacement quote. BookedRate captures home size, current system, and timeline, then schedules an in-home estimate directly to your calendar.
🔧
Tune-Ups & Maintenance
Spring and fall campaigns go out automatically to your customer list. Tune-up slots fill without your dispatcher making a single outbound call.
⭐
Review & Referral Requests
24 hours after job completion, an automated sequence asks for a Google review and a referral. Your rating climbs without anyone remembering to ask.
📋
Maintenance Plan Upsells
Customers who've had a repair get a timely follow-up about your annual maintenance plan. Recurring revenue that books itself.
The Cost of Inaction

How much is your voicemail really costing you?

Drag the sliders. The math updates live.

Your numbers

Rough estimates are fine — this is napkin math.

Missed calls per week 15
Average job ticket $650
Your close rate on callbacks 40%

Working it out

Missed calls per month (weekly × 4.3)65
Jobs BookedRate would recover26
You're leaving on the table
$16,900/mo
≈ $202,800 per year in recovered jobs alone
Recover this with BookedRate →

Based on your close rate applied to recovered missed calls. Doesn't include repeat business, referrals, or maintenance plan revenue — the real number is higher.

Honest Answers

What HVAC owners actually ask us.

No. Every message is written in your company's voice and tone — not some generic template. We set it up together during onboarding and you approve every message before it goes live. Most customers don't realize it's automated.
No. For the missed-call text-back system, your existing number stays in place — we simply forward unanswered calls through our system so the text-back fires automatically. If you want full AI Voice (where an AI agent actually answers live calls), that requires a dedicated number. We'll walk you through both options so you can choose what fits your operation.
No — it makes them more effective. BookedRate handles the first response and basic triage so your dispatcher spends their time booking real jobs, not playing phone tag with leads who already moved on.
In many cases, yes. We connect with a wide range of field service and CRM platforms via native integrations and Zapier. During onboarding we review your current tools and set up the best available connection. We'll always tell you upfront if something isn't supported.
Yes. Our text-backs are sent in response to an inbound call, which establishes prior business contact. Every message includes your company identity and an opt-out path. We're set up for A2P 10DLC compliance from day one.
Most companies are live within 3–7 business days. No long-term contracts — month-to-month after your setup. Cancel with 30 days notice. Your data and customer information are always yours.

The next missed call could've been a full system replacement.

Book a free 20-minute walkthrough. We'll map your current call flow, show you exactly where jobs are leaking, and have your first automation live — usually in under a week.

✓
Keep your existing phone number
✓
Works alongside your current software
✓
Month-to-month, cancel anytime